Clerical Assistant

We are seeking a Clerical Assistant to provide front desk, customer service, clerical, and administrative support in a busy office environment. The ideal candidate will be organized, professional, dependable, comfortable interacting with the public, and able to manage multiple administrative responsibilities with accuracy and minimal supervision. Key Responsibilities

Front Desk & Telephone Support

• Serve as the first point of contact for visitors and callers.

• Greet visitors and direct them to the appropriate staff or department.

• Answer incoming calls and route calls to the appropriate personnel.

• Operate a multi-line telephone and voicemail system.

• Provide general information and assistance with applications and requested documentation.

• Assist individuals with navigating online application or service portals.

• Handle a variety of customer inquiries professionally and courteously.

Office Equipment & Operations

• Operate standard office equipment, including computers, copiers, printers, fax machines, and postage equipment.

• Perform routine equipment tasks such as replenishing paper and toner.

• Troubleshoot minor office equipment issues or coordinate service when necessary.

• Maintain accurate office equipment and supply inventory.

Document & Records Support

• Gather and organize documents for hearings, reviews, and administrative requests.

• Locate required records and documentation using electronic databases and filing systems.

• Process incoming applications and maintain application tracking records.

• Upload and organize electronic documentation accurately and within established timelines.

• Maintain physical and electronic records in accordance with retention procedures.

• Complete routine filing, file purging, and records archiving.

Mail & Document Processing

• Prepare and mail application and information packets within required timelines.

• Open, date-stamp, sort, and distribute incoming mail.

• Process outgoing mail and postage.

• Handle special delivery requirements, including certified and overnight mail.

Administrative Support

• Assist with general office administration and daily operational activities.

• Help new staff access electronic calendars, scanners, copiers, fax systems, voicemail, and mailboxes.

• Maintain logs, spreadsheets, records, and other administrative documentation.

• Perform additional clerical and administrative duties as assigned.

• 1+ year of customer service or front desk experience.

• 1+ year of experience operating a multi-line telephone or switchboard system.

• 1+ year of basic computer and data entry experience.

• Working knowledge of Microsoft Word and Microsoft Excel .

• Strong written and verbal communication skills.

• Accurate data entry and strong attention to detail.

• Strong organizational and time-management skills.

• Ability to manage multiple responsibilities and changing priorities.

• Ability to work effectively with individuals from diverse backgrounds and personalities.

• Ability to remain professional and effective in a fast-paced environment.

• Strong interpersonal and customer service skills, both in person and over the telephone.

• Reliable, professional, and dependable work style.